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An approval keeps a document pending until an authorized user approves or rejects it. Per-company approval rules determine whether approval is required and who can decide. rules can use amount tiers. For example, with a $30,000 purchase-order rule, a $6,000 order can finalize directly to To Receive, while a $48,000 order enters Needs Approval.

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What can be approved

Three document types support approval, each with its own pending status:

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Approval rules

Rules live under Settings → Approval Rules, grouped by document type; create one with New Approval Rule. Each rule: For purchase orders, rules form amount tiers. Each tier runs from its minimum to the next tier’s minimum. An order matches the highest threshold its total meets.

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Who can approve

A user can decide a request when they are the tier’s default approver, are listed under Who Can Approve, or belong to an authorized group. They also need the relevant module permission: purchasing for purchase orders and suppliers, quality for quality documents, or settings for editing rules.

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The decision

The pending document shows Approve and Reject on its header, each opening a confirm dialog. Supplier and quality decisions can carry an optional note; the purchase-order dialog has no note field, but offers Send Via (None or Email, with CC) on approval to send the order to the supplier contact. Approving runs the document’s transition in one step; rejecting moves it to its rejected state (a quality document simply stays in “Draft”). The person who raised the request can withdraw it while it’s still pending: on a purchase order that surfaces as Delete (only the requester can delete a pending order). Alforse notifies the resolved approvers when a request is raised, and the requester when it’s decided, over email, Slack, and in-app. When a purchase order is decided, approvers of lower tiers are notified too, so they can see spend that cleared above their level.